Texas Holocaust and Genocide Commission
awareness - education - inspiration
FY 2017 TEXAS HOLOCAUST AND GENOCIDE COMMISSION GRANT
Criteria and Procedures
The Texas Holocaust and Genocide Commission (THGC) offers grant funds for organizations and projects that assist the THGC’s mission to support Holocaust and genocide courses of study and awareness programs.
APPLICATION INFORMATION
Applications will be made available at www.thgc.texas.gov during the summer of 2016 and completed applications may be submitted between September 15, 2016 and November 30, 2016.
Required Attachments
In addition to a completed application form (including narrative and budget), application packets must contain one (1) unbound hard copy of the following:
· Verification of the required matching funds
· A copy of the organization’s IRS determination letter or other proof of not-for-profit status
Applicants may also include resumes of individuals responsible for project oversight and supplemental materials representing programs similar to the one for which a grant is being requested. Include three (3) unbound hard copies of supplemental materials.
Application Deadline
To be considered, applications must be complete and received by the THGC by November 30, 2016. Applications will not be accepted if:
· They do not include all the elements listed above
· They are delivered after the deadline
· Required elements are mailed separately
· They are faxed or handwritten
Delivery and mailing address information for the application package are given on the application form at the end of this document. Please retain a copy of all submitted material for your files.
MATCH REQUIREMENT
Grants require a one-to-one match. Applications may be submitted for up to fifty percent (50%) of the project’s cost, for a maximum grant amount of $10,000. Organizations must provide the remaining 50% of the cost in matching funds. In-kind services (ex. volunteer hours) may be counted toward the 50% match. Grant funds are payable upon completion of the project as a reimbursement for actual expenses incurred.
ELIGIBILITY REQUIREMENTS
The THGC will accept applications from an organization that is an organized and permanent nonprofit institution headquartered in the state of Texas. All grant projects or programs must be open to the public and provide accessibility for individuals with disabilities. The THGC reserves the right to deem ineligible any project or institution that it determines does not meet program requirements.
Eligible Projects
The intent of this grant program is to advance public knowledge and study of the Holocaust and genocides. Funding is available for a variety of programs. Among other projects, funds may be used for classroom education, workshops, recording of oral histories, and memorials and exhibits. Funds may not be used for research or scholarly endeavors.
Restrictions
THGC Grants will NOT fund the following:
· Proposals that do not meet general eligibility requirements
· Deficiencies in previously completed projects or for unanticipated costs in ongoing projects
· Loans, fines, penalties, costs of litigation or associated interest payments
· Scholarships, internships, staff salaries, administration fees, purchase of awards or cash payments
· Programs/sites not open to the public or not accessible to individuals with disabilities
· Fundraising activities/events or political contributions
· Research and/or scholarly endeavors
· Food and/or beverages
· Any projects that have received funding in the past from the THGC
· Advertising
APPLICATION REVIEW
Evaluation Criteria
Grants will be evaluated using the following criteria during the review process. An application can receive a maximum of one hundred (100) points.
1. RELEVANCE TO THGC MISSION (0-25 POINTS)
· How does the project ensure that resources are available to students, educators, and the general public regarding the Holocaust and genocides?
· Does the project emphasize the responsibility individuals have in upholding human value, especially in regards to genocide?
2. QUALIFICATIONS OF THE APPLYING ORGANIZATION (0-20 POINTS)
· What experience does your organization have in working with Holocaust and genocide-related projects?
· What are the qualifications of those individuals within your organization who will be working on the project?
3. POTENTIAL IMPACT OF PROPOSED PROJECT (0-20 POINTS)
· What audience will this project reach?
· What are the goals and desired outcomes of the project?
· How many individuals will this project reach?
· What is the urgency and need for this project?
4. PROJECT FEASIBILITY (0-15 POINTS)
· Is the size and scope of the proposal appropriate for this project?
· Can the applicant properly complete the proposed project within the required timelines?
5. ESTIMATED COST (0-10 POINTS)
· Is the applicant able to fund the matching portion of the project costs?
· Are the cost and budget expenses reasonable?
6. TIMETABLE FOR PROJECT (0-5 POINTS)
· Is the timetable for this project reasonable?
· Are the goals and deadlines on the timetable clear?
7. GEOGRAPHIC DIVERSITY (0-5 POINTS)
· Will this project reach Texans in rural/smaller urban settings?
Grant Selection
Representatives from the THGC, Friends of the THGC, and commission staff will review grant applications and make recommendations to the full THGC commission. The commissioners will make the final decisions regarding allocation of grant funds at the THGC January 2017 quarterly meeting.
The THGC may fund multiple grant projects or choose only one. Not every grant project can be funded, and those that are may not be funded to the full amount requested. If no qualified applications are received, the THGC may choose not to fund any grant projects.
GRANTING PROCEDURES
The formal award of funds to support the work detailed in the grant application will be made through a legally binding funding agreement between the THGC and the Grant Recipient. Once the funding agreement has been prepared, two (2) copies will be sent to the Grant Recipient, who may keep one copy and send the other to the THGC with signature. Please review the agreement carefully. In order to avoid delays, make sure that the person signing the agreement has signature authority and that all the information requested (full legal name, position/title and Federal ID Number) has been given.
Obtain all appropriate signatures for the project and return the original funding agreement(s) to the THGC office for final processing. Project work can begin as soon as possible following notification of THGC’s receipt of the signed agreement.
Proofs or working drafts of all project materials must be submitted for review prior to fabrication or publication. Materials must include the THGC logo, which will be provided, and the following support acknowledgment clause:
“The program (or project) is supported in part by the Texas Holocaust and Genocide Commission.”
FINANCIAL REIMBURSEMENT, REPORTING, AND RECORD KEEPING
Reimbursement
All payments of grant funds are made on a reimbursable basis upon completion of the project, submission of a project report, and acceptable proof of incurred allowable expenses. Expenses incurred prior to formal approval by the THGC at its January 2017 quarterly meeting are not eligible for reimbursement.
Expenses Eligible for Reimbursement
· Materials and supplies purchased specifically for this project
· Programming costs, including costs related to educating partners such as speaker fees and travel costs, program supplies, and facility fees
· Contractual services including consultant fees, materials, design fees, accounting fees, or other services which you have purchased through a contract; documentation for contractual services should include a copy of the signed contract
· Invoices, which must contain basic cost information, such as cost of material per unit, quantity of materials, hours of labor worked, labor rates, and mark ups
· Marketing costs may be eligible, but must have prior approval for reimbursement
Expenses Not Eligible for Reimbursement
Examples of cash transactions that may not be reimbursed, or non-cash transactions that may not be listed as monetary transactions with grant funds:
· Goods or services donated at no cost to the Grant Recipient
· Amount of goods or services reduced or discounted (report only actual amount paid)
· Cost associated with advocacy, lobbying, or political activities
· Late fees incurred by the Grant Recipient or subcontractors for delinquent payment of invoices
· Interest accrued and charged for late payment of invoices
· Food/beverage costs
· Advertising costs
· Expenses related to a project that has already been funded by the THGC
Reporting
Grant recipients must provide monthly reports updating the commission on project progress and finances, with the first report due by March 1, 2017. After that, monthly reports are due on the first of each month. In lieu of a final monthly update, the recipients are required to submit a complete financial report of expenditures and the final reimbursement request for the project no later than December 31, 2017. A final narrative report with photo documentation must be submitted within four weeks of the project’s completion. Failure to provide these documents by the deadlines stated above may result in loss of all or part of the grant funds.
CONTACT INFORMATION
The Texas Holocaust and Genocide Commission recommends contacting staff to discuss the eligibility of your project prior to submitting an application. THGC staff is available to help answer questions you may have about the application, review process, or implementation phases of this program. Please contact Cheyanne Perkins at 512.463.5674 with any questions you may have.
The mailing address for the application submittal return of funding agreements, reimbursement requests, and final reports can be found below:
Mailing Address
Texas Holocaust and Genocide Commission
Attn: THGC Grant Program
P.O. Box 12276
Austin, TX 78711-2276
BUDGET EXAMPLEREVENUES / THGC Grant / In-Kind / Other Sources / Total
THGC Grant Funds / $ 10,000.00 / $ 10,000.00
Fees/Paid Admission Detail
Workshop attendees - lunch fees / $ 250.00 / $ 250.00
Applicant Organization Contributions Detail
Project director salary / $ 3,000.00 / $ 3,000.00
2 Other staff salary / $ 1,500.00 / $ 1,500.00
3 Volunteer staff / $ 936.00 / $ 936.00
Invitation printing and postage fees / $ 250.00 / $ 250.00
Office supplies for workshops / $ 564.00 / $ 564.00
Travel Costs / $ 2,150.00 / $ 2,150.00
Secured Grants/Sponsorship Detail
Smith Foundation / $ 500.00 / $ 500.00
Partner Organization Detail
Partner #1 / $ 500.00 / $ 500.00
Partner #2 / $ 250.00 / $ 250.00
Individuals Donors Detail
Donor / $ 100.00 / $ 100.00
Other Detail
Not applicable / $ 0
TOTAL REVENUES / $ 10,000.00 / $ 8,650.00 / $ 1,350.00 / $ 20,000.00
EXPENDITURES / THGC Grant / In-Kind / Other Sources / Total
Applicant Organization Staff Salaries
Project Director 120 hours @ $25/hr / $ 3,000.00 / $ 3,000.00
2 staff 75 hours total @$20/hr / $ 1,500.00 / $ 1,500.00
3 volunteer staff 40 hours total @$22.40/hr / $ 936.00 / $ 936.00
Professional Services: Fees paid for speakers (includes travel)
Workshop 1: 2 guest speakers @$900 each honoraria / $ 1,800.00 / $ 1,800.00
Workshop 2: 2 guest speakers @$900 each honoraria / $ 1,800.00 / $ 1,800.00
Workshop 3: 2 guest speakers @$900 each honoraria / $ 1,800.00 / $ 1,800.00
Workshop 4: 2 guest speakers @$900 each honoraria / $ 1,800.00 / $ 1,800.00
Space rental: Fees for venues where the project will take place
Partner #1 donating workshop space in city #1 / $ 500.00 / $ 500.00
Partner #2 donating workshop space in city #4 / $ 250.00 / $ 250.00
Rentals (other than facilities)
Not applicable / $ 0
Supplies/Materials: Items necessary to the production of the project
Binders, nametags, related office supplies / $ 564.00 / $ 564.00
Specialized workshop supplies needed for instruction / $ 200.00 / $ 500.00 / $ 700.00
Printing: Fees associated with the production of the project
Workshop notebook material: 120 @$10 / $ 1,200.00 / n/a / $ 1,200.00
Donor donating event signage / $ 100.00 / $ 100.00
Advertising
Invitation printing and postage fees / $ 250.00 / $ 250.00
Travel Costs
Airline tickets / $ 1,250.00 / $ 1,200.00 / $ 2,450.00
Hotel room charge / $ 460.00 / $ 460.00
Rental car and fuel costs / $ 233.00 / $ 233.00
Meals for staff / $ 257.00 / $ 257.00
Other expenses involved in the production or marketing of the project
Tote bags for workshop attendees: 120 @ $1.25 / $ 150.00 / $ 250.00 / $ 400.00
TOTAL EXPENDITURES / $ 10,000.00 / $ 8,650.00 / $ 1,350.00 / $ 20,000.00
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